Employee onboarding process automation with UiPath solutions and ServiceNow

Client: Global manufacturing company
Industry: Manufacturing
Department: Human resource (HR)
Region: Europe
Platform: UiPath, ServiceNow
70% faster process completion
empowers the team to tackle more significant projects and challenges
100% error-free data processing,
as automation minimizes human error, ensuring accurate system provisioning
90% higher employee satisfaction,
as they receive access to all necessary systems on day one

Challenges

The client, a global manufacturing company, was bogged down by an inefficient employee onboarding process that drained valuable resources. Every new hire required up to 2–3 hours of staff time just to manually input data across six different systems—HRIS, IT systems, email setup, and more.

This manual process wasn’t just time-consuming, but it also disrupted team productivity, delayed employee provisioning, and left room for costly errors during manual data entry. New employees often faced delays in receiving essential tools and access, slowing their start and impacting morale. The client needed a solution that could automate the entire onboarding workflow, eliminate manual work, and free HR personnel from repetitive error-prone tasks.

Solution

Automated employee provisioning

To streamline their onboarding process, the client turned to intelligent automation. UAI Labs designed, developed, and deployed the solution using UiPath’s Robot integrated with ServiceNow to handle repetitive tasks, reducing the need for manual data entry. This powerful solution freed up the team to shift their focus from routine data processing to high-impact HR initiatives like recruitment and performance reviews, ultimately enhancing the business efficiency and strategic focus of the entire HR department.

How does it work?

Our team created the solution, which starts when an employee provisioning ticket is created in ServiceNow. The UiPath’s robot reads and extracts essential details from the ServiceNow ticket—such as the employee’s role, department, and required system access—ensuring all necessary data is collected without manual intervention.

Then, using this extracted information, the robot seamlessly logs into each required system, provisioning the new hire across each of the six systems the client uses. This automated step eliminates manual tasks and minimizes the chance of human error. Additionally, this bot sends a confirmation email to the HR manager, keeping them updated on the provisioning status. 

The image below illustrates the onboarding workflow steps, showcasing the transformation from the pre-automation process to the streamlined, automated solution.

Technical details

During the implementation of the intelligent automation solution, UAI Labs carefully considered various technical details to ensure seamless execution and optimal results. Here’s a breakdown of the key factors addressed and how they were managed:

It was necessary to ensure that the automation was triggered accurately every time a new employee onboarding request was submitted. To achieve this, we configured the UiPath Connector for ServiceNow (UiPath spoke). It automatically initiates the bot when the “Submit” button is clicked. This real-time trigger eliminates delays and ensures the process begins immediately after the HR team submits the ticket.

Another technical detail involved managing the different interfaces and login procedures across multiple systems. Each system had unique requirements for data entry and access provisioning. To overcome this, our team developed custom scripts for each system. These scripts enabled the RPA bot to log in, input the required information, and provision employees according to the specific protocols of each platform.

Maintaining clear communication and transparency throughout the entire process was also important. With large volumes of onboarding tasks, the client’s HR team needed to be promptly informed about the status of each task. We solved it by setting up an automated notification system. Such a solution uses a bot to send a confirmation email to the HR manager once the provisioning process is complete.

Results

Efficiency Gains

The automation reduced process duration by 70%, slashing provisioning time from 2–3 hours to just 30–45 minutes per employee, allowing new hires to access essential systems on their very first day.

Scalability

With automation in place, the team can onboard more people faster, regardless of the scope. This ensures seamless scaling to meet growing onboarding demands as the company expands.

Error Reduction

Data extraction and entry automation minimize human error. This improvement in data accuracy prevents the costly and time-consuming issues that arise from data discrepancies.

Cost Savings

Automation reduces business expenses by eliminating overtime, preventing error corrections, and optimizing resource allocation. The need for extra HR staff dropped, leading to substantial long-term savings.

In general, UAI Labs helped automate the client’s employee onboarding process with UiPath tools, marking a transformative shift in their approach to employee provisioning. The solution we implemented not only tackles the immediate challenges of onboarding—like repetitive data entry and access delays—but also unlocks future possibilities for growth and streamlined operations.

By automating manual tasks and eliminating errors, the organization achieved substantial gains in efficiency and accuracy. It enables HR to reallocate their efforts toward more strategic initiatives. The result? A strong ROI, boosted productivity, and higher satisfaction levels for both HR teams and new hires who now experience a smooth, efficient start to their journey.

Transform how your business works

Get your first automation at no cost and see the difference!

Contact us

Related case studies